Revised CA Presentation Checklist-writable Updated 9/17/2018
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Name: Date:
Department:
Contact Information:
Complete Items 18 to the best of your ability (see Instructions form for reference).
If an item listed is not relevant to your specific presentation to College Affairs, please mark
it N/A.
E-mail the completed checklist to the College Affairs committee support specialist by the
specified deadline.
1. PRESENTATION/PROPOSAL ABSTRACT (150250 words)
2. TYPE OF PRESENTATION/PROPOSAL
Information Item (requires approval of CA Chair)
Action Item
Information and committee feedback
Procedure—revision (Attach current procedure with proposed changes highlighted using
track changes.)
P
rocedure—new (Attach proposed procedure separately.)
Identify suggested location in General Procedures Manual:
College Affairs Committee
Presentation/Proposal From
[Add Title Here]
Laura Boehme
1/25/19
Information Technology Services
LBoehme@cocc.edu; X7791
G-6-8.1.1
Revised CA Presentation Checklist-writable Updated 9/17/2018
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Policyrevision (Attach current policy with proposed changes illustrated with track
changes)
Policynew (Attach proposed policy separately.)
Identify suggested location in General Policy Manual:
Other:
3. BUDGET IMPACT
4. INSTRUCTIONAL REQUIREMENTS/IMPACTS
5. OPERATIONAL IMPACT
G-6-8.1.1
Outlined in accompanying proposal.
Outlined in accompanying proposal - improved technology implementations for COCC.
Revised CA Presentation Checklist-writable Updated 10/10/2018
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6. STUDENT IMPACT
7. ANTICIPATED IMPLEMENTATION TIMELINE
8. MOTION TO BE RECOMMENDED
Outlined in accompanying proposal - improved technology implementations for COCC.
Committees have been operating informally since 2015. Desire to formalize.
Approval of NPET and TRT as TAC sub-committees. See proposal for details.
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Proposed Technology Advisory Committee (TAC) Sub-committee Formalization
February 2019
History
In 2015, at the recommendation of the IT Governance Task Force established by the COCC President, a
formal technology review process was initiated to enhance COCC’s ability to review, implement, and
adopt technologies aligned with COCC’s mission, strategy, and budget. The COCC President approved
the creation of the New Project Evaluation Team (NPET) and the Technology Review Team (TRT) as
informal sub-committees of the Technology Advisory Committee (TAC). The NPET and the TRT sub-
committees were charged with evaluating the viability and technical feasibility of new technology project
requests at COCC.
Proposal
After three years of the NPET and the TRT working as strategic TAC representatives with campus
constituents, TAC is proposing these sub-committees be formally acknowledged as part of COCC’s TAC
committee and overall governance structure. Further information for each sub-committee is provided to
justify this recommendation.
New Project Evaluation Team (NPET) Charge: The NPET sub-committee is charged with evaluating
the viability of new technology project requests at COCC. The NPET provides initial review in the
technology project review process which aims to: 1) enhance COCC’s ability to implement, enhance, and
adopt new technologies; 2) ensure that proposed technology projects fit into strategic and operational
goals of the College; and 3) advocate for and guide technology project requestors seeking to implement
new technologies at COCC. NPET evaluation feedback is shared with the TRT and incorporated into
overall recommendations to the FIAT, President and CIO, as appropriate.
NPET Member Structure
The NPET is chaired by the Chief Information Officer and is comprised of a team of individuals from the
CFOs Office, Instruction, Student Services, and ITS. Future sub-committee membership is recommended
as follows:
Position
Members
Years
CIO (voting)
Dan Cecchini
Automatic/Standing
CFO (voting)
David Dona
Automatic/Standing
Student Services Administrator
(voting)
Kevin Multop
2
Faculty (voting)
Theresa Freihoefer
2
Dean/Rep from Madras, PRI,
RDM (voting)
Jerry Schulz
2
Technology Review Team (TRT) Charge: The TRT sub-committee is charged with reviewing the
technical scope, resource requirements and costs for all technology project requests. The TRT determines
the technical feasibility of proposed technology projects. Upon receiving a technology project request
from the NPET, the TRT reviews the project and then provides its feasibility recommendations to either
the FIAT, for projects requesting budget funds, or to the CIO and President, if the project does not require
budget funding.
2
TRT Member Structure
The TRT is chaired by the Directors of ITS Infrastructure and Web & Applications Systems and is
comprised of representatives and visitors from the Technology Advisory Committee (TAC), providing a
broad representation of constituents across campus, including Instruction, Student Services, Continuing
Education, HR, Fiscal, and ITS. Future sub-committee membership is recommended as follows:
Position
Members
Years
ITS Infrastructure Director
(voting)
Laura Boehme
Automatic/Standing
ITS Web & App Systems
Director (voting)
Vacant
Automatic/Standing
ITS Project Manager (voting)
Darren McCrea
Automatic/Standing
ITS Information Security
Administrator (voting)
Wesley Dymond
Automatic/Standing
Functional Representative
(Student Services, Instruction,
Fiscal, Library) (voting)
Chris Mills (active for 2019-20)
JJ Shew
Tamara Marnell
Sharon Bellusci
2 year terms (rotates
through each functional
rep)
Faculty (voting)
Vaughan Briggs
2
ELearning (voting)
Michael Murphy (or designee)
Automatic/Standing
Impacts to COCC
Budget: Since these sub-committees have been operating informally since 2015, there should not be any
new budget impacts. The operation of the new sub-committees has minimal direct budget impact, but
indirectly, the time/effort of the committee members is a cost to the college. The larger and more
important budget impacts arising from a structured technology review process are: a) technology
implementations are better aligned with strategy and mission; 2) technology costs and resources are
known up front; and 3) COCC is better equipped to implement technologies that integrate with existing
systems, reducing cost and time to production.
Instruction: Instructional technologies that have been facilitated by the technology review process
include: CourseLeaf Online Catalog, Disability Services AIM software for student tracking, and laptops
or tablets that serve the student curriculum needs of Title III, Library, LMT, Social Science, Science, and
Automotive. These technologies have directly impacted faculty, staff, and students by providing
necessary instructional services while also closing gaps in COCC’s ability to meet compliance-related
obligations to students.
Students: Student-related technologies that have been facilitated by the technology review process
include: Degree Works Planner, Electronic Communications Tool, ETranscripts, Residence Hall
Simplicity reservations, and FYE Online Orientation. These technologies have allowed students improved
educational planning and enhanced student recruitment and retention.
Operations: Operational technologies that have been facilitated by the technology review process
include: R25/Webviewer replacement, COCC Foundation Award Spring, Emergency Notification System
replacement, Omni Update website upgrade, Qualtrics survey tool, Enrole Continuing Education
registration software, and Tableau data reporting tool. The impacts of these technologies are broad
improvement of outdated systems, increased ability to award COCC scholarships to students in need,
better emergency communications, enrichment of community members, and boosting awareness of key
data points regarding student success.
3
In each of these areas of the college, the technology review process has streamlined the purchase,
installation, and adoption of technologies that directly augment the experience of students, staff, and the
community at COCC.
Current Documentation and Practices:
As the NPET and the TRT exist as part of the new technology review process and also feed into the FIAT
general fund and capital budget cycle, the following practices and documentation have been developed
over the past few years to facilitate not only the technology review, but to ensure transparency and
communication with COCC stakeholders.
Available via the Employee Intranet:
1. College Technology Project Status:
https://intranet.ad.cocc.edu/departments/cio/project-
management/technology-projects/current-tech-projects.aspx
2. Technology Project Request Process:
https://intranet.ad.cocc.edu/departments/cio/project-
management/technology-projects/default.aspx
4
3. Technology Project Checklist and Workflows:
https://intranet.ad.cocc.edu/departments/cio/project-management/technology-projects/files/how-
to-request-a-technology-project_web.pdf
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4. Online Budget Request Form (this process generates technology review documents as part of the
annual general/capital fund process):
https://intranet.ad.cocc.edu/departments/cfo/budget/budget-
request.aspx
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